Alpha Software Blog

Reopen Safely With Document Digitization

Document digitization can help companies reopen safely. work and physical distancing in offices.Digitizing data is becoming a necessity for companies during the pandemic.

I’ve recently written about how to go paperless and how it can help companies reopen safely. Businesses are changing their workspace models. They're moving from open-floor offices with lots of in-person collaboration, to a mix of remote and in-office work. Workers in the office must also socially distance and limit contact.

Companies are embracing document digitization to enable remote work and 6-feet separation between workers at the office.

What is Document Digitization?

Document digitization, or document imaging, scans paper using technologies such as optical character recognition. Once scanned, digital images of information are captured and turned into electronic documents. A document management system allows organizations to search and archive scanned files in a digital format. Electronic files allow for improved sharing and analysis of critical information.

Digital documents, scanned documents, paper-free processes and paperless systems are the best way to get there.

What are the Benefits of Document Digitization?

Becoming a paperless business has many benefits beyond reopening. Using paperless documents can save companies time and money, improve worker efficiency and much more.

American Express recently wrote about these benefits in, “Going Paperless: The Long-Term Benefits.” The article outlines reasons to move away from paper documents and embrace digital files:

“Paperless adoption has critical benefits, including reduced paper waste and lowered printing and storing paper documents costs. It also streamlines processes, which simplifies cost cutting and improves management effectiveness and efficiency.”

Many companies are going paperless and seeing major benefits, according to the article. Jesse Wood, CEO of observed, “Many businesses have already seen an increase in productivity and improved communication."

Sunny Ashley, founder of Auto Shop Invoice, a shop management software company, adds, “Paperless invoicing means saved time. It means fewer misplaced papers. It means easier access to documents from any connected device, rather than needing a filing cabinet.”

Worker collaboration improves as well., according to Jeff Roscher, owner of eWorkOrders, a maintenance management software company:

“Being able to collaborate with their team and view resources in real time gives them a big advantage,” Roscher said. “Managers can view the status of their jobs and manage their resources, all from a computer, smartphone or mobile device."

What Technologies Enable Document Digitization?

The pandemic has spurred the move towards the paperless office. The CEO of title insurance company States Title told American Express, “The whole mortgage closing industry is going digital overnight.”

He explains that document capture has been around for years in the mortgage industry. However, there were roadblocks to using them, such as outdated regulations and reluctance to abandon paper forms and filing cabinets. The pandemic changed everything.

The key to the paperless office is the use of mobile forms. They enable document digitization and save companies tremendous money while reducing time spent doing data entry or paper file searches.

How Can I Affordably Do Document Digitization?

Document Digitization with AlphaTransFormOne document digitization solution, Alpha TransForm, is ideal for the task. This low code software allows both developers and business workers to digitize paper forms affordably and flexibly. affordable pricing and flexible licensing, Alpha TransForm lets companies go paperless and build all the mobile forms they need. 

Alpha TransForm can digitize a range of documents. Customers have digitized paper forms including order intake forms, inspection forms, maintenance forms, safety forms, and more. The forms can also work in the field with or without a cell or WiFi connection. Collecting more accurate data also creates a great foundation as companies begin to experiment with machine learning.

Speeding Document Digitization

The time to go paperless that produces digital documents is NOW.

In a paperless office, workers can see, share and access critical information in a digital format and eliminate paper. Office workers can stay 6-feet apart because they can share electronic documents and not come in close contact passing paper forms.

Start document digitization today with a free license from Alpha Software.

Get employees screened for COVID-19 and back to work with the AlphaMED Workplace Wellness App.

Help students return to school with the Back to School App.

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About Author

Amy Groden-Morrison
Amy Groden-Morrison

Amy Groden-Morrison has served more than 15 years in marketing communications leadership roles at companies such as TIBCO Software, RSA Security and Ziff-Davis. Most recently she was responsible for developing marketing programs that helped achieve 30%+ annual growth rate for analytics products at a $1Bil, NASDAQ-listed business integration Software Company. Her past accomplishments include establishing the first co-branded technology program with CNN, launching an events company on the NYSE, rebranding a NASDAQ-listed company amid a crisis, and positioning and marketing a Boston-area startup for successful acquisition. Amy currently serves as a Healthbox Accelerator Program Mentor, Marketing Committee Lead for the MIT Enterprise Forum of Cambridge Launch Smart Clinics, and on the organizing team for Boston TechJam. She holds an MBA from Northeastern University.

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The Alpha platform is the only unified mobile and web app development and deployment environment with distinct “no-code” and “low-code” components. Using the Alpha TransForm no-code product, business users and developers can take full advantage of all the capabilities of the smartphone to turn any form into a mobile app in minutes, and power users can add advanced app functionality with Alpha TransForm's built-in programming language. IT developers can use the Alpha Anywhere low-code environment to develop complex web or mobile business apps from scratch, integrate data with existing systems of record and workflows (including data collected via Alpha TransForm), and add additional security or authentication requirements to protect corporate data.